Getting Started - Preparing for IRB Submission
With all of the Federal and State regulations as well as local policies and procedures, conducting a research study can seem like a daunting task. We hope the information below will help guide you through the process and simplify some of the issues related to research with Human Subjects. Should you have any questions, do not hesitate to contact the UTHSC IRB office at (901) 448-4824.
If you are a student, resident, or fellow, the UTHSC IRB accepts and supports you taking on the role of Principal Investigator. However, you must identify a Faculty Advisor for your project. Your advisor/mentor will be a resource and will help guide you through the research process. Please note that the UTHSC IRB electronic application will prompt you to name a Faculty Advisor.
Taking on the role of Principal Investigator for research studies can be challenging. Not only are you responsible for the overall conduct of the study, but also you are responsible for all of those individuals working on the study. Please review the UTHSC IRB policies and procedures related to the Responsibilities of Investigators before you begin your project.
Step 1: Get a UT Net ID if you do not have one
Make sure that all key study personnel (KSP) associated with the project have a UT Net ID (username) and password, as the IRB electronic system, iMedRIS, uses the UT Net ID system to allow access. If you do not have a UT Net ID, then you will not be able to log into iMedRIS. In addition, if any of the KSP associated with your project do not have a UT and iMedRIS account, you will not be able to add them to your project. If you have been issued a UTHSC email account, then you have a UT Net ID; a call to the HELP desk (448-2222) may be necessary if you are unsure of your Net ID status or have forgotten your password.
For non-UTHSC affiliated users who do not currently have a UT Net ID, a UT faculty/staff member will have to sponsor the non-UTHSC individual into the UT system. This may be accomplished through the following steps
Note: Once you receive your UT Net ID and password and your iMedRIS account has been set up, all iMedRIS/IRB correspondence will be sent automatically to your new UT email account. You may contact the HELP Desk at (901) 448-2222 to have your new UT email forwarded to another email account such as Methodist, yahoo, gmail, etc. (or you can click Webmail at the top of any UT webpage and click Click here to Manage Your Account, following the steps for forwarding mail).
Step 2: Get your iMedRIS access set up
When you have a UT Net ID and password, you have the ability to log into iMedRIS; however, you will not have all of the buttons you need to begin an application.
In order to obtain full iMedRIS access, you must do the following:
- Log into iMedRIS with your UT Net ID and password at https://ris01.uthsc.edu.
- Click the "Logout" button in the upper right hand corner of the screen.
- Send the department with which you are affiliated to the appropriate email listed below so that your account can be fully activated.
- For UTHSC accounts: Contact Margaret Sularin, Sr. Regulatory Specialist, at email@example.com.
- For Non-UTHSC accounts such as UTK and GSM accounts: Contact Tricia Page at firstname.lastname@example.org or Michelle Clayton at email@example.com.
- Remember that all iMedRIS/IRB correspondence will be sent automatically to your UT email account.
Step 3: Get human subjects protection training for all key study personnel (KSP)
All KSP associated with your project must complete the required education on the protection of human research volunteers before the IRB can grant final approval for your project: the Collaborative Institutional Training Initiative (CITI) or the National Institutes of Health (NIH) online Course at phrp.nihtraining.com/users/login.php
Collaborative IRB Training Initiative (CITI) Program
If you have completed the Group 3 CITI training modules with UTHSC within the last 3 years, this information will be verified by our office and added to your IRB submission.
If you or your KSP needs CITI certification, click the Training tab on the left side of the screen, or go to www.citiprogram.org and complete the Group 3 CITI training modules associated with UTHSC.
If you or your KSP completed the CITI certification with another institution/organization within the last 3 years, you can affiliate your certification with UTHSC by following the online instructions on the CITI website.
If you need any assistance or have any questions regarding the CITI training, please contact Melanie Saucier at 448-4824.
National Institutes of Health (NIH) course
- Visit course registration page
- Attach a copy of your NIH completion certificate to your IRB submission via iMedRIS.
Step 4: Create/Complete an IRB electronic submission
Training for IRB Policy and iMedRIS submissions: You may request a one-on-one training from the IRB; click on the Training tab on the left for more information.
Click on the iMedRIS Login button on the left side of the screen or go to https://ris01.uthsc.edu to log into the IRB electronic system.
Once you log into iMedRIS, you will see a blue Study Assistant tab on the left side of your screen. Click that tab. Then click Add a New Project to start a new application. When starting a new application in iMedRIS, please note:
- The application will guide you through the required sections depending on the type of research you are conducting;
- Be sure to click Save and Continue to Next Section to save your responses and move to the next section of questions in the application;
- Required questions of the application will be marked with a red asterisk (*);
- If you forget to respond to a question, the system will give you a prompt;
- If you are unsure about a question, please contact the IRB office;
- Once you have completed and saved the last page of the electronic application, you will enter the Routing Form and be prompted to upload any study documents (informed consent form, protocol, questionnaires, etc.); and
- Finally, you will be able to route the application and all associated documents to all investigators, the UTHSC department chair (if applicable), the Faculty Advisor (if applicable), and the Regional One Health division chiefs (if applicable) so that the appropriate signatures are obtained before the IRB receives it (see Step 5 below for further information).
Be sure to check the Workflow Tracking in iMedRIS to verify where your submission is in the electronic process and to ensure the UTHSC IRB receives it. Consult the Routing, Workflow Tracking, & Signoff Guide located by clicking on the tab on the left named Tools & Guides or contact the IRB office for assistance.
Should you have any questions regarding the IRB electronic application, do not hesitate to contact the IRB office at (901) 448-4824. In addition, consult the printable Guides and Tips located under the Tools & Guides page to the left.
Step 5: Be sure to obtain the appropriate electronic signatures
Before you submit an application or response to the IRB, you must route the submission to the appropriate persons for their electronic signatures. Note that the IRB does not receive your submission until all persons have signed. See the table below for the required signatures. If additional routing is required, after you attach any documents to your application or response form, answer yes to the question regarding additional routing and then check off the appropriate names.
|Type of Submission||Required Signature(s)|
|New Application||PI; all Co/Sub-Investigators; Dept. Chair if PI is a UT student/fellow/resident/ employee/faculty member; Faculty Advisor if PI is a student, fellow, or resident; & Hospital Service Chief (for Regional One Health studies)|
|Response to recommendations/provisos for any submission form||PI or Co/Sub-investigator|
|Revisions (Form 2)||PI or Co/Sub-investigator; & any newly added investigator|
|Continuation (Form 3), Adverse Events (Form 4), etc.||PI or Co/Sub-investigator|
Step 6: Be sure to address appropriate institutional requirements
If you will be conducting your project at any of the following sites, or if your project is associated with any of the following organizations affiliated with the UTHSC IRB, be sure to call the corresponding number or visit the website listed below to inquire about and address any administrative requirements set by these offices:
Methodist Healthcare - Memphis Hospitals /
UTMP (UT Methodist Physicians)
Rexann G. Pickering, Ph.D., CIP, RN
Administrator, Human Protection
UTHSC IRB office
Memphis, TN 38163
Phone: (901) 448-4824
Fax: (901) 448-5103